Appointment Scheduler & Calendar
The intuitive calendar at the heart of your salon. Drag-and-drop appointments, multiple views, and smart scheduling that prevents conflicts.
The scheduler is where you manage your day-to-day appointments. View your calendar by day, week, month, or agenda. Drag appointments to reschedule, resize to adjust duration, and see your entire team's availability at a glance. Colour-coded appointments make it easy to identify team members. Block out time for breaks, meetings, or personal tasks. The scheduler automatically prevents double-bookings and shows conflicts before they happen.
What's included
Key capabilities of scheduler
Multiple calendar views
Switch between Day, Week, Month, and Agenda views. Each view is optimised for different tasks and preferences.
Drag-and-drop rescheduling
Move appointments by dragging them to a new time or team member. Resize appointments to adjust duration.
Colour-coded appointments
Each team member has their own colour. See at a glance who is working on what appointment.
Team member filtering
Show or hide team members to focus on specific schedules. Switch to resource view to see columns by room or equipment instead.
Resource view
Switch the scheduler to group columns by resources (rooms, chairs, equipment) instead of team members. Toggle individual resources on and off — just like team member columns. See which rooms or equipment are booked at any time.
Blocked time management
Block out time for breaks, meetings, training, or personal tasks. Set one-off or recurring blocked times. Blocked time is also visible on the Team Schedule grid for roster planning.
Visual buffer blocks
Buffer time before and after appointments appears as hatched blocks on the scheduler. See at a glance where setup and cleanup time is reserved, keeping the calendar accurate without cluttering it.
Conflict prevention
The system warns you before creating overlapping appointments. Smart scheduling prevents double-bookings.
Quick appointment creation
Click any time slot to create a new appointment. Select client, services, and team member in seconds.
Find a Time
Start with the client and services, then browse available time slots across multiple days. Ideal for phone bookings where the client requests a specific service without a preferred date. Select a slot and the appointment form is pre-filled automatically.
Intelligent gap-fill scheduling
Available time slots are ranked by how well they fill gaps in your schedule. Slots that fit perfectly between existing appointments are labelled "Best fit", "Great fit", or "Good fit" — helping you maximise your team's occupancy without manual effort.
Keyboard shortcuts
Press N for a new appointment, F to find a time, Escape to close panels, and Cmd+Enter to save. Power users can navigate the scheduler without touching the mouse.
Appointment search
Search appointments by client name, phone, email, team member, status, or date range. Find any appointment instantly.
Walk-in handling
Quickly add walk-in clients to your schedule. No booking required - just create the appointment on the spot.
Quick rebook
Rebook clients for their next appointment in one click. Suggest times based on their service history.
Multi-service grouping
Appointments with multiple services are grouped together on the calendar. Hover to see all services in a tooltip.
Activity logging
Every appointment action is logged — created, rescheduled, cancelled, confirmed, checked out. See a full audit trail of who did what and when.
Working hours enforcement
Enable working hours enforcement to block appointments outside team member schedules — cells are dimmed, clicks are blocked, and the submit button is disabled. When enforcement is off, a warning is shown but you can still proceed.
Client overlap warnings
The availability panel checks for client conflicts before booking. If the client already has an appointment at the same time, a warning is shown so you can avoid double-booking.
Compact layout
Toggle compact mode to fit more appointments on screen. Reduces appointment height so you can see more of your day at a glance.
Client contact on events
See client phone number and email directly on scheduler events. Quickly contact clients without opening the appointment.
Manual deposit recording
Record deposits collected outside the system (cash, bank transfer, etc.). Deposit amounts and payment methods display on scheduler events.
Customisable status colours
Choose a background colour for each appointment status (confirmed, pending, checked out, etc.). Personalise the scheduler to match your workflow and see appointment statuses at a glance.
Silent cancellation
Cancel an appointment without notifying the client. Useful when cancelling on behalf of the client or correcting mistakes — no unwanted messages sent.
Cancellation reasons and notes
Record a reason and optional notes when cancelling an appointment. Track why appointments are cancelled for reporting and follow-up.
Fortnightly recurring blocked times
Create blocked times that repeat every two weeks. Ideal for fortnightly team meetings, training sessions, or alternating schedules.
Refresh button
Manually refresh the scheduler with a single click in the header. Instantly pull the latest appointments and availability without reloading the page.
Deposit override
Override the default deposit amount on individual appointments. Set a custom deposit when the standard amount does not suit a particular booking.
Incomplete bookings
View online bookings that clients started but did not complete. The Follow-ups panel shows incomplete sessions alongside the waitlist, with options to dismiss or send a reminder.
Real-time notifications
New appointments, cancellations, and waitlist entries push to your dashboard instantly via live notifications — no page refresh needed.
10-minute time grid
A 10-minute zoom preset for the scheduler grid gives finer-grained visibility for shorter services.
How the scheduler works
Open the scheduler
The scheduler is your home screen. See today's appointments as soon as you log in.
Choose your view
Switch between Day, Week, Month, or Agenda view depending on what you need to see.
Manage appointments
Click to create new appointments. Drag to reschedule. Click existing appointments to view or edit details.
Complete appointments
Mark appointments as complete, process payments, and rebook clients for their next visit.
Plan availability
Feature
Starter
Professional
All prices in AUD, GST included. No currency conversion fees.
Frequently asked questions
Can I see multiple team members at once?
Yes. The scheduler shows all team members side by side. You can filter to show specific team members or view everyone at once.
How do I reschedule an appointment?
Drag the appointment to a new time slot or team member column. You can also click the appointment and edit the date/time manually.
Can I block out time for breaks?
Yes. Create blocked time for breaks, meetings, training, or any other non-appointment time. Blocked times can be one-off or recurring.
What calendar views are available?
Day view (single day, all team members), Week view (7 days), Month view (calendar grid), and Agenda view (list format). Switch between views with one click.
Does the scheduler work on mobile?
Yes. The scheduler is fully responsive and works as a Progressive Web App (PWA). Install Bella Booking on your phone's home screen for app-like access. Manage appointments from your phone or tablet with touch-friendly controls.
Can I view the schedule by room or equipment?
Yes. Switch to resource view in the filter dropdown. Each resource becomes its own column showing appointments assigned to it. Toggle individual resources on and off.
What is Find a Time?
Find a Time is an availability-first booking path. Instead of clicking a calendar slot first, you select the client and services, then browse available slots across multiple days. The system ranks slots that fill gaps in the schedule higher, so you can maximise occupancy. Open it from the + New dropdown or press F.
Are there keyboard shortcuts?
Yes. Press N for a new appointment, F to open Find a Time, Escape to close open panels, and Cmd+Enter (or Ctrl+Enter) to save the current form.
Related features
Ready to try scheduler?
Start your free trial today. No credit card required.
Australian-owned business. Sydney-based support team.